Suppliers can only compare the account group described in the request. A missing meter, mixed unit, or undocumented operating change can produce a price for a different problem. This checklist helps a hotel prepare a packet another person can trace back to original evidence without treating estimates as observed consumption.
Use the document as a file-room cover sheet. Blank spaces belong to your actual property records. Do not populate them with sample bills or an assumed supplier approval. The procurement hub gives the wider decision context; this worksheet is the intake stage before offers are compared.
What belongs on the quote packet cover?
| Record and account scope | Source, dates, units | File version and owner | Missing item or restriction |
|---|---|---|---|
| Account and meter schedule: ________ | |||
| Historical bills: ________ | |||
| Interval export: ________ | |||
| Forecast change note: ________ | |||
| Authority or credit record: ________ | ________________ |
Give the packet a unique version and issue date. Write the preparer, reviewer, approved recipient list, response deadline, and contact for questions on the cover. If a file contains more accounts than the request, identify which rows are in scope. Redact unrelated information through the owner’s approved process while retaining the details needed to price the requested supply.
Which records should be checked before release?
- Verify the legal entity and service identities.
Copy the account holder and service identifiers from current records, then reconcile them with the owner’s contracting instructions. List the property address separately from the mailing or management office address. Include the utility, commodity, meter, account number, and rate schedule where available. Flag leased facilities or separately controlled accounts before sharing them. A hotel brand name alone may not identify the entity that will sign. Resolve naming differences with the responsible account holder and keep evidence of that resolution beside the schedule.
Status: □ Pending □ Complete □ Exception. Account schedule owner: __________. Verified source: __________. Naming exception: __________.
- Collect complete bills with service periods.
Keep all pages showing quantities, rates, demand, adjustments, and supplier identification. Sort by service period, not simply the invoice date or payment month. Mark duplicate downloads, corrected bills, estimates, and missing periods. A credit on one invoice can reverse an earlier bill, so do not count both as independent consumption. Make a summary that points to the original filename. If different accounts use different commodities or units, keep them separate until a clearly documented conversion is needed for a defined purpose.
Status: □ Pending □ Complete □ Exception. Period covered: __________. Reconciliation owner: __________. Missing or corrected record: __________.
- Check the interval export before attaching it.
Record the time zone, interval length, quantity units, meter scope, and export dates. Look for missing timestamps, repeated intervals, daylight-saving treatment, and impossible gaps. Do not assume a spreadsheet labeled load contains instantaneous power rather than interval energy. Ask the utility or data provider to explain unfamiliar fields. Preserve the raw export and put any cleaned file in a separate version. A bidder should be able to distinguish the measured record from your changes and know which file supports the requested product.
Status: □ Pending □ Complete □ Exception. Export source and version: __________. Units verified by: __________. Data exception: __________.
- Document the active supply position.
Attach the relevant account schedule, term information, and provisions needed to understand when replacement supply can begin. Separate executed agreements from old quotes or unsigned drafts. Identify accounts with different end dates, renewal treatment, or pending notices. Share only the contract material necessary and authorized for the request. If a start date remains uncertain, ask bidders to price defined alternatives or wait for verification rather than describing the date as settled. The renewal checklist can hold the underlying timing record.
Status: □ Pending □ Complete □ Exception. Agreement reference: __________. Start window owner: __________. Unverified timing: __________.
- Write the operating-change note.
State known changes such as a renovation, added rooms, laundry relocation, kitchen expansion, seasonal closure, or new electrically heated equipment. Give the expected date, information source, and forecast status for each. Separate approved projects from possible projects. Explain whether historical records include the same facilities and operating hours as the proposed term. Avoid presenting occupancy plans as measured future consumption. Ask the supplier how it will treat the uncertainty, and keep that answer for the comparison instead of burying it in an email thread.
Status: □ Pending □ Complete □ Exception. Operations reviewer: __________. Change evidence: __________. Forecast assumption requiring review: __________.
- Define the authorization and sharing boundary.
List who may obtain records, send requests, receive offers, negotiate, and sign. Read any authorization document before release and state which accounts and actions it covers. Specify an expiration or review trigger if the owner’s process requires one. Send sensitive financial information separately through an approved route when necessary for credit review. Track each recipient and document version. Permissions should be understandable to a replacement employee; a casual statement that someone handles energy is too vague for the procurement record.
Status: □ Pending □ Complete □ Exception. Authority approver: __________. Allowed actions: __________. Sharing record and restriction: __________.
- Issue the same response requirements.
Ask for account scope, start window, term, price units, included components, exclusions, pass-through treatment, volume rules, credit conditions, offer expiration, and a complete agreement. Require broker compensation disclosure stating payer, amount or method, units, and whether it is embedded or separately invoiced. Embedded compensation should be counted once when offers are compared. State where a bidder should identify exceptions to your assumptions. A response checklist lets the team see incomplete offers without filling empty cells with favorable guesses.
Status: □ Pending □ Complete □ Exception. Request version: __________. Bid coordinator: __________. Required response exception: __________.
- Record release, questions, and corrections.
Keep the date, recipients, files, and version issued. Assign one person to log questions and distribute material clarifications consistently to the invited bidders. If the account list, usage file, or start window changes, note which earlier version is superseded and whether prices must be refreshed. Store the final packet with the offers so a reviewer can reproduce the comparison. Completion means the request is coherent and traceable; it does not mean a supplier has accepted the accounts or approved credit.
Status: □ Pending □ Complete □ Exception. Release owner: __________. Recipient register: __________. Correction decision and date: __________.
How can the hotel validate data without overclaiming it?
EPA’s Portfolio Manager how-to guides cover utility data, sharing, and tracking tasks. They are useful for organizing records, but a benchmarking export may use a different building boundary or date range from a supplier bid. Reconcile the meter list and service periods before reusing it. Do not treat a benchmarking total as the complete procurement account schedule without checking.
The Pennsylvania commission’s business shopping guidance emphasizes commercial account information and the available supplier choices. Verify the current utility territory and customer eligibility rather than assuming every property can shop in the same way. When the file lacks a rate schedule, give that question a named owner and obtain the utility record.
Who should approve the packet and resolve exceptions?
The Illinois agents, brokers, and consultants authority page provides a state-specific registration framework. Verify the requirements and status relevant to the actual work and jurisdiction; this document makes no claim about any firm’s registration. The hotel should also understand the service scope and compensation before releasing a pricing request.
Use the offer comparison worksheet after responses arrive. For each packet exception, record the missing evidence, owner, due date, affected offer assumption, and decision to proceed or pause that account. That record prevents an incomplete input from quietly becoming an accepted contract premise. Retain the closed exception and its resolution with the final packet.